financial secretary duties and responsibilities - mn knights...semi-annual audit report - #1295 due...

Financial Secretary

Duties and Responsibilities

Star Council

Membership

Quota= 4 or 7%

of membership

Insurance

Quota=3 or 2.5%

Columbian Award

SP-7 Due by June 30th

Fraternal Survey

Form #1728 Due by Jan 31st

Program Personnel Reported

Form #365 Due by August 1

Per Capita Tax Paid

at June 30th

Council Forms

Completing another form may seem

like a waste of time, but nothing is

further from the truth. Each properly

completed form sent to the appropriate

personnel conveys important information

necessary for proper functioning of the Order and

the Council. Good communication and effective

management depend on the transfer of important

and relevant data in order to succeed.

Council Forms

Where to find council forms:

▪ Web Site – Officers On-line

▪ Web Site - Publications/Forms

▪ Sent from Supreme Council

Forms available on Officers On-Line

Forms available on the K of C Website

Proper Completion of Form #100

Form #100 is the Application for

Membership in the Order.

It is used to report member transactions

to Membership Records such as

initiations, re-entries, suspensions,

transfers, reporting deaths and data

changes.

Prompt reporting is crucial.

Membership Document: Form #100 Rev 3/15

Used to convey new member and changes in status.


Council Number

10909

Council Location (City and State)

Omaha, Nebraska

Membership Number, if known

1234567

Date Application Read

First degree date

10/8/14b

Date Member Elected

10/3/14 10/3/14


New Member – Check this box.

x

Juvenile to Adult- When a man joins

the Order who has an insurance

policy issued on him prior to18

years of age.

x


Reinstatement- Use when the member rejoins

the Order after being suspended less than

three months.

No break in service, no loss of benefits.

Must join the same council from which he was

suspended. Certain exceptions may apply.

x


x

Reactivation – Member who has

insurance with the Order becomes an

active dues paying member.

Reactivation fee is $5.00


Readmission –Member who has been out

of the Order for more than 3 months but

less than 7 years. Readmission fee is

$7.50.

x


Reapplication- Former member who

has been suspended for over 7 years

rejoins the Order. Reapplication fee is

$7.50.

x


Transfer In – an active member

transfers in to your council. Only the

council receiving the member can

initiate the transfer

x


Data change – Use when making

changes to a members record, such as

address, phone number, degree dates

etc. Preferred input method is through

Member Management on the K of C

Website- Officers On Line.

x


Suspension - After 60 days and before

90 days of submitting the #1845 Notice

of Intent to Suspend, mark date and

forward to the membership records

department.

See Notice of Intent Form on Next Slide

x

Notice of

Intent to

Suspend

Form

Printed

from MB


Death - Notify membership records of the

month, day and year of the death of a

member. Also complete next of kin info.

Use Member Management to report death to

Membership Records, Update Next of Kin

and Change Member Status.

x


▪ Name and Address - Complete and Legible

▪ Date of Birth, Marital Status, Phone numbers

▪ E-mail address, occupation and last 4 digits SS#

Seacrest Jerald K Dr

5687 Seward Street Oakland Ohio 40987 USA

10/31/48 M 203-567-9008 203-567-9009 203-456-9787

[email protected] Cardiologist 0000

2390

mailto:[email protected]


▪ Parish Name and Location

▪ Former Columbian Squire

▪ Degree Dates

▪ Former council information

x St Mary’s, Bellevue, WA

4/6/88 5/22/88 12/12/88 5/2/89

6/4/95 Job relocation 7740 Omaha, Nebraska

x

x


▪ Proposer Name and Number

▪ Signature of Applicant

▪ Date, Signature of Financial

Secretary and Grand Knight

Rod J Hofschulte

1590186 x

9/3/14

X

x

Disability Waiver Form #1831

Application for Relief from

Payment of Council Dues

and Supreme and State Per

Capita Taxes

Member receives

certification of disability from

one of the listed agencies.

Financial Secretary forwards

to Membership Records

Attested to and renewed

annually per GK and FS.

Forms for Reporting Council Activities

The following section of Forms are used to

report council leadership, activities,

requests and to provide information to the

Supreme Council.

The Financial Secretary is responsible for

insuring that all council forms are completed

and submitted in a timely manner.

Report Elected Council Officers #185

Form #185

Submit before July 1st

each year, even if all

positions are not filled.

Use Member Management

for on-line entry and

submission.

Input names of elected

Officers in Member

Management- Council

Administration and

produce this report in

Print Center

Report of Council Officers from MM

Service Program Personnel Report #365

Submit annually before

August 1st

Assist GK in preparing

report

Use this form or

Member Management

Required for Star

Council Award

Report Fraternal Activity #1728

Submit annually before

January 31st

Supports Tax Exempt

Status and Provides

Order’s Charitable

Donations/Volunteer

Hours

Required for Star

Council Award

Semi-Annual Audit Report - #1295

Due Feb 15/Aug 15

Provide info to GK and

Trustees. By law, they

must prepare and sign

Maintains $5,000 bond

Insure safety of council

funds

Cannot be submitted on-

line (Signatures)

Columbian Award Application #SP7

GK and Program

Chairmen complete.

File anytime before

June 30th each year.

List four activities in six

program categories.

Required for Star Council

Award

Supply Order Form #1

Use 800 266

6340 to fax or

mail requests.

Order On-Line

with Officers On-

Line (See next slides)

Order supplies on-line here

Logged in as FS or GK will

show council supplies

Monthly Membership Forms

Financial Secretaries receive monthly

membership reports from Supreme.

Reports show Membership of Record

Reports submitted and date

Financial Status of the Council

Council membership changes recorded

at Supreme

Address maintenance updates

Monthly Council Statement

Council Statement-

Summary and Payment

Coupon

Used by FS to verify

accuracy of information,

quotas achieved, reports

received at Supreme,

etc

Payment coupon for

remitting money owed to

Supreme

Monthly Membership Statement

Transfer in Transfer out Payment made

Address maintenance area

Hawk – Transfer in- Ins add – Debit for 2 months – Cr to previous Council

Parker – Transfer Out – Previous Month- Cr adjustment DB previous Council

Account Adjustment for Transfer

Membership Records mails this form to the member’s former council for degree information, dues owed or paid.

Supreme will not assess back dues more than one year.

Statements and Rosters

Print from Officers-on-Line

Forms Used for FS Appointment

The following slides show forms

used for the appointment and

evaluation of the Financial

Secretary.

Application for Appointment #101

Mailed from Supreme

to GK to begin process

for appointment of FS.

To be completed by all

qualified and interested

candidates.

GK nominates a candidate with trustee concurrence.

Forms are forwarded to Supreme Knight for appointment

Nomination For Appointment #103

How Appointed

After recommendation by the Grand

Knight and the Trustees, the Financial

Secretary shall be appointed by the

Supreme Knight for a three year term

and shall hold office at the will of the

Supreme Knight.

financial secretary duties and responsibilities - mn knights...semi-annual audit report - #1295 due...

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